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Location : California - San Francisco
Refer to Job # SOOM727342
This firm is often at the top of the list of prominent Boston law firms. Large and growing, these lawyers are well-connected throughout the Boston area, and are looking to increase the reach of their influence. With beautiful offices (that seem to go on and on...) the lawyers here are generally quite happy with their practice. Why? At the associate level, lawyers are given a bit more responsibility than your average law firm lawyer, and depending on the practice group, given quite solid training and structured mentoring. Although the partners are increasingly conscious of the billable hours of their associates, they are generally accessible. In particular, several of the litigation partners bring in high level litigation work and remain very involved throughout to monitor and guide the associates participation.
Legal Secretary Responsibilities: May support attorneys, paralegals, science advisors, or management personnel. Provides high quality and efficient legal secretarial and administrative services by maintaining strong internal and external client relationships. Teamwork, strong communication and technical skills, the ability to prioritize and establish work objectives and the ability to work under deadlines. Coordinates travel arrangements by securing air, train, hotel and car reservations for attorneys and clients. Prepares travel expense reimbursement reports in a timely manner and tracks payments. Maintains electronic calendar via Microsoft Outlook for meetings and appointments, apprises attorneys of responsibilities in advance of commitment. Plans and coordinates internal committee meetings, firm-wide practice group meetings, associate training conferences and client meetings. Utilizes EMS to reserve conference rooms and visitor s offices. Coordinates with Reception, Catering, and Office Services to ensure meetings are properly executed. Receives screens and transmits telephone calls to attorneys and takes messages as necessary, with recognition of and attention to the particular needs of the clients. Schedules conference calls for attorneys as needed. Maintains current files for all correspondence, including entering all files into the Legal KEY system, and maintaining files in iManage. Maintains files in all locations and working with Records, sends files offsite when cases are closed. Works with the Client Accounting Billing Coordinators to prepare client bills, this may include pre-bill edits, making appropriate transfers or write-offs and corrections, and/or sending out the bills to clients. May act as liaison to Finance Department for collection of past due receivables. Handles all requests for reimbursement of other firm and client related expenses, such as telephone, entertainment, recruiting, etc. Inputs attorneys time into the firm s time entry system, and proofreads and edits all time entries for accuracy. Processes new business forms, new client/matter reports and conflict of interest checks. Coordinates work performed by Office Services for prompt production and delivery of documents. May process client audit response letters. May participate in preparation of RFPs for prospective clients. Processes incoming and outgoing mail and distributes promptly upon receipt. Types and prepares legal papers and correspondence such as briefs, letters, memoranda, tables, charts/spreadsheets, complaints, and motions. Proofreads and revises all documents, including engagement letters, PowerPoint presentations, memoranda, audit letters, client deliverables and other correspondence, etc. for accuracy of copy, paying close attention to grammar, punctuation and syntax, and drafts correspondence. May be asked to generate Table of Contents, prepare closing binders, Table of Authorities and redline documents, depending on practice area. Formats filings and other legal documents to comply with court requirements. Prepares documents for transmittal via the Firm s electronic fax system, e-mail, or PDF transfer. Works with Office Services or the Document Center for prompt production and delivery of documents. Offers assistance to other secretaries when work load demands it.
Requirements: High School Diploma required. BA/BS preferred or equivalent experience. 7+ years of legal secretary experience particularly in a large law firm and fast paced environment. Strong business acumen specific to the practice area of open position (ex. Litigation, Business Law, IP, etc.). Impeccable written communication skills including spelling, proofreading and editing skills. High attention to detail and organization skills. Outstanding proficiency with Microsoft Office 2010 particularly with Word, Excel and PowerPoint. Ability to work in a collaborative manner with a team oriented attitude. Attentive client service skills are a must. Ability to prioritize and multi-task including a high tolerance to working under pressure with tight deadlines. Ability to remain professional and calm under pressure. Clear and concise verbal and written communication skills. Must be flexible, resourceful and have the ability to take initiative. Experience using DTE time management system.
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